This report is about the project management of constructing a temporary entertainment venue for a rural themed festival at Sorrento Quay. It includes scope statement, stakeholder management plan, benefit analysis, work breakdown structure, risk analysis, Gantt chart and cost baseline.
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Running Head: INFORMATION SYSTEM PROJECT MANAGEMENT Information System Project Management Name of the Student Name of the University
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1INFORMATION SYSTEM PROJECT MANAGEMENT Table of Contents 1. Scope Statement...........................................................................................................................3 1.1 Project Owners...................................................................................................................3 1.2 Mission..............................................................................................................................3 1.3 Assumptions......................................................................................................................3 1.4 Requirements.....................................................................................................................4 1.5 Boundaries.........................................................................................................................4 1.6 Constraints.........................................................................................................................4 1.7 Deliverables and Acceptance Criteria...............................................................................5 1.8 Net Present Value..............................................................................................................5 2. Stakeholder Management Plan....................................................................................................6 2.1 Stakeholder Register..............................................................................................................6 2.2 Stakeholder Management Strategy........................................................................................8 2.3 Stakeholder Analysis Matrix.................................................................................................9 2.4 Procurement Management Plan...........................................................................................10 2.5 Human Resource Management Plan....................................................................................11 2.6 Communication Plan...........................................................................................................12 3. Benefit Analysis and Net Present Value Analysis.....................................................................12 4. Work Breakdown Structure.......................................................................................................14 5. Bottom-Up Budget.....................................................................................................................18 6. Risk Analysis.............................................................................................................................22 7. Gantt Chart.................................................................................................................................25 8. Critical Path...............................................................................................................................26 9. Cost Baseline Including Contingencies.....................................................................................27 9.1 Cost Baseline.......................................................................................................................27 9.2 Cost Baseline Graph............................................................................................................31 Bibliography..................................................................................................................................32
2INFORMATION SYSTEM PROJECT MANAGEMENT 1. Scope Statement 1.1 Project Owners Client: Sorrento Quay Festivals Association Landscape Company: Sorrento Quay and Boat Harbour Landscaping 1.2 Mission The mission of this project is to construct a temporary entertainment venue at Sorrento Quay for a rural themed festival that will include a centre stage and seats for 100 people. The entertainment venue should be available for use for 16 days and after the schedule, the venue will be cleared. 1.3 Assumptions The primary assumptions made while preparing the plan for this project are as follows. There will be no adverse weather conditions during the entire project. The terms of contract regarding the execution of the contract will be agreed with the contractor without any major complications. Sufficiently skilled personnel and workers will be available for executing the project with best quality within the specified timeline. License will be granted by the local government for the execution of the project and building the entertainment venue at the site. The site will be suitable for building the entertainment venue and will not negatively impact the environment.
3INFORMATION SYSTEM PROJECT MANAGEMENT There will be sufficient space for the stage, 100 seats for spectators, snacks and drinks stands and car parking. The venue will be easily accessible and connected to main road. The entire site can be cleaned up within a few days after the event. 1.4 Requirements The following are the requirements specification for the project. An event stage for performances that is 200 square feet in size Spectator sitting around three sides of the stage (for 100 sitting spectators) Sufficient covering on top for protection against rain, dust and others Five snacks stalls and five drinks stalls Two ticket counters at two gates 1 acre space for car parking 1.5 Boundaries As per the initial agreements for the project, the boundaries will be as follows. Saturdays and Sundays will be holidays and for the rest of the five days of the week, work hours will be 8 AM to 6 PM. Entire site work will be done within the boundary placed during site renting and no work will be extended beyond the boundary. All temporary setups will be placed so that they can be easily removed after the event is over.
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4INFORMATION SYSTEM PROJECT MANAGEMENT 1.6 Constraints As per the initial analysis, there are several constraints in the project. These constraints are listed as follows. The overall time period provided for the execution of the project is extremely limited and there is no scope for further extension or buffer time as the event starts immediately after the project. The budget of the project is a constraint as the client has provided a limited amount of funds. Receiving the license for the project may be a constraint as the government may not permit the construction of the event site that will be used for a 16-day long festival. 1.7 Deliverables and Acceptance Criteria The deliverables of the project are as follows. Setting up of the performance stage for the event at the site Setting up of spectator seats for 100 people Setting up of drinks, snacks and souvenir stalls Setting up of parking space near the venue Setting up of emergency medical relief camp Installation of safety equipments like fire extinguisher Decoration of the entire venue Installation of ticket booth
5INFORMATION SYSTEM PROJECT MANAGEMENT 1.8 Net Present Value From the overall calculations, the overall net present value (NPV) is $200,291 (Detailed calculation is shown in the attached excel sheet). 2. Stakeholder Management Plan 2.1 Stakeholder Register Project Title: Construction of Temporary Entertainment VenueDate Prepared:PLEASE FILL NameRoleContact Information RequirementsExpectation s InfluenceClassification PLEASE FILL Project Manager PLEASE FILL Plan,manage and control the project Provide sufficient guidanceto other stakeholders andget involvedin mostofthe project HighLeading PLEASE FILL Finance Manager PLEASE FILL Manage project budget and payments Manage financesof theproject efficiently andkeep trackofall HighSupportive
6INFORMATION SYSTEM PROJECT MANAGEMENT expenses PLEASE FILL SiteWork Supervisor PLEASE FILL Supervisor andmonitor project work Report to the project manager regarding progressof work everyday MediumNeutral PLEASE FILL ContractorPLEASE FILL Assign workersand managethe entireproject execution Provide skilled workersand ensurethe projectis completed within time LowNeutral PLEASE FILL Local Government Council PLEASE FILL Grantlicense and permit for the project and the event that follows Cooperate withthe festival authority and grant permit HighResistant PLEASE FILL Resource Contractor PLEASE FILL Supply materialsand construction vehicles Provide quality materials and construction vehiclesas LowNeutral
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7INFORMATION SYSTEM PROJECT MANAGEMENT required PLEASE FILL SecurityPLEASE FILL Provide security to the workers Provide sufficient securityto theworkers as well as the site at night LowResistant 2.2 Stakeholder Management Strategy Project Title: Construction of Temporary Entertainment VenueDate Prepared:PLEASE FILL NameRoleInfluenceImpact AssessmentStrategies PLEASE FILLProject Manager High Interest, High Power Key PlayerKeeptrackof projectprogress, makechangesin project accordingly PLEASE FILLFinance Manager Low Interest, High Power Key PlayerKeeptrackof projectexpenses, managebudgetas per requirements PLEASE FILLSiteWork Supervisor Low Interest, Low Power Keep InformedSuperviseproject work at the site PLEASE FILLContractorHigh Interest, High Power Keep SatisfiedManageactivities of the site workers PLEASE FILLLocalLow Interest, HighKeep SatisfiedMonitor the project
8INFORMATION SYSTEM PROJECT MANAGEMENT Government Council Powerandeventand collect tax from the event PLEASE FILLResource Contractor High Interest, Low Power Keep SatisfiedMake payments for resourcesand vehicles PLEASE FILLSecurityLow Interest, Low Power Keep InformedKeepinformed about project work 2.3 Stakeholder Analysis Matrix Project Title: Construction of Temporary Entertainment VenueDate Prepared:PLEASE FILL
9INFORMATION SYSTEM PROJECT MANAGEMENT HP-LI Finance Manager Local Government Council HP-HI Project Manager Contractor LP-LI Site Work Supervisor Security LP-HI Resource Contractor Interest Power Figure 1: Stakeholder Analysis Matrix (Source: Created by Author) 2.4 Procurement Management Plan The project requires procurement of suitable materials for the construction of the temporary entertainment event stage, seating area and facilities. Without the sufficient quality of the materials, the overall stage set up may not be done properly or not safe for the participants or
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10INFORMATION SYSTEM PROJECT MANAGEMENT the spectators. For the purpose of procurement, a procurement manager has been appointed who will take care of the procurement of all necessary materials. He also needs to verify the background and reliability of the suppliers before procuring the necessary resources. As per the initial plan, the following resources are necessary. ResourceNeeded By Temporary Stage for Performance02/01/19 Temporary Walls for Stage Boundary03/01/19 Equipments and Tools01/01/19 Crane01/01/19 Safety Equipments05/01/19 Lights and Pyro05/01/19 Seats06/01/19 2.5 Human Resource Management Plan For this project, the following human resources and staffing are required: Project Manager Finance Manager Site Work Supervisor Contractor Resource Contractor Workers Security First Aid and Medical Assistance
11INFORMATION SYSTEM PROJECT MANAGEMENT 2.6 Communication Plan The communication plan is developed as follows. StakeholderCommunication Reason When?How? Project ManagerUpdate project progressEvery dayProgress report / email Finance ManagerUpdate daily expensesEvery dayFinance report Site Work SupervisorUpdate progress in site work Every dayProgress report ContractorProject requirementsOnce before projectVerbal meeting LocalGovernment Council Project detailsOnce before projectProject charter Resource ContractorResource requirementsWhenever necessaryResource list WorkersWork requirementsAnytimeduringwork hours Verbal 3. Benefit Analysis and Net Present Value Analysis Cost Benefit Analysis for Construction of Event Venue Required Materials and Resources$50,000.00 Wages and Stakeholder Costs$60,000.00 Construction Vehicles$15,000.00
12INFORMATION SYSTEM PROJECT MANAGEMENT Others$10,000.00 Total Development Cost$135,000.00 Event Management$10,000.00 Volunteer Costs$3,000.00 Food and Snacks for Event Participants$2,500.00 Total Operational Cost$15,500.00 Sponsor and Donations$50,000.00 Ticket Sales$25,000.00 Total Benefit$75,000.00 Discount Rate Used6.00% Project Cost- Benefit Analysis Analysis Variables: Discount Rate Used6.00% Annual Benefits $ 75,000. 00 Annual Operational Costs $ 15,500. 00 One-Time Development Cost $ 135,00 0.00 Year of Project 012345 TOTAL S Economic$0.00$$$$$
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16INFORMATION SYSTEM PROJECT MANAGEMENT PlaceBoundary Around the Ground 1 dayFri 1/4/19Fri 1/4/1919 Place Entertainment Stage 1 dayFri 1/4/19Fri 1/4/1919 Place 100 Seats for Spectators 1 dayFri 1/4/19Fri 1/4/1919 InstallSafety Equipments 1 dayMon 1/7/19Mon 1/7/1920, 21, 22 Set Up Emergency Medical Assistance Camp 1 dayTue 1/8/19Tue 1/8/1923 Build Parking Space1 dayWed 1/9/19Wed 1/9/1924 Decorate the Entire Venue 1 dayThu 1/10/19Thu 1/10/1925 Finishing Works0.5 daysFri 1/11/19Fri 1/11/1926 Hand Over the Project0.5 daysFri 1/11/19Fri 1/11/1927 Project Closing1 dayMon 1/14/19Mon 1/14/19 Review the Project0.5 daysMon 1/14/19Mon 1/14/1928
17INFORMATION SYSTEM PROJECT MANAGEMENT Complete All Dues and Payments 0.3 daysMon 1/14/19Mon 1/14/1930 Finish Sign Off0.2 daysMon 1/14/19Mon 1/14/1931 The work breakdown structure is diagrammatically represented as follows. Figure 2: Work Breakdown Structure of the Project (Source: Created by Author)
18INFORMATION SYSTEM PROJECT MANAGEMENT 5. Bottom-Up Budget The bottom up budget estimation for the project is as follows. Task NameResource NamesCost SettingUpTemporaryEvent Stage at Sorrento Quay $59,744.00 ProjectDiscussionand Preliminary Planning $10,680.00 Host Festival Committee Meeting Project Manager$1,200.00 Discuss about the Festival Event FinanceManager,Project Manager, Site Work Supervisor $2,760.00 Select Rural Theme FinanceManager,Project Manager, Site Work Supervisor $2,760.00 Analyze the Feasibility of the Event FinanceManager,Project Manager, Site Work Supervisor $2,760.00 Finalize the EventProject Manager$1,200.00 ProjectPlanningand Initiation $13,640.00 Prepare Project Plan for theProject Manager$1,200.00
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19INFORMATION SYSTEM PROJECT MANAGEMENT Event Develop Project CharterProject Manager$1,200.00 Finalize Scope of the ProjectProject Manager$1,200.00 DetermineProject Deliverables and Boundaries Project Manager$1,200.00 PrepareProject Specifications Project Manager$1,200.00 Finalize Project ScheduleProject Manager$1,200.00 Finalize Project BudgetFinance Manager$880.00 Hire ContractorProject Manager$1,200.00 Discuss Project Contractor, Project Manager, Site Work Supervisor $2,520.00 Finalize the Execution of the Project Contractor, Project Manager$1,840.00 Project Execution$34,320.00 Prepare Event GroundSite Workers$4,000.00
20INFORMATION SYSTEM PROJECT MANAGEMENT Place Boundary Around the Ground Site Workers$4,000.00 Place Entertainment StageSite Workers$4,000.00 Place100Seatsfor Spectators Site Workers$4,000.00 Install Safety EquipmentsSite Workers$4,000.00 Set Up Emergency Medical Assistance Camp Site Workers$4,000.00 Build Parking SpaceSite Workers$4,000.00 Decorate the Entire VenueSite Workers$4,000.00 Finishing WorksSite Workers$2,000.00 Hand Over the ProjectContractor$320.00 Project Closing$1,104.00 Review the ProjectProject Manager$600.00 Complete All Dues and Payments Finance Manager$264.00 Finish Sign OffProject Manager$240.00
21INFORMATION SYSTEM PROJECT MANAGEMENT 6. Risk Analysis Probability Impact Very Low 1 Low 2 Medium 3 High 4 Very High 5 Very Low1Very Low1 Lo w2 Lo w3 Lo w4 Mediu m5 Low2Lo w2 Lo w4 Medium 6 Medium 8 High 10 Medium3Lo w3 Medium 6 High 9 High 12 Very High15 High4Lo w4 Medium 8 High 12 Very High16 Very High20 Very High5Medium 5 High 10 Very High15 Very High20 Very High25 SourceProbabilityImpactPriorityStrategyResponsibilityReview External Natural calamities likerain, snow, etc. 248Preparethe sitesuch that the rain water can be easily drainedand snow can be SiteWork Supervisor Ongoing
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22INFORMATION SYSTEM PROJECT MANAGEMENT cleared Qualityof materials provided by the supplier 236Check materials quality during delivery, verify supplier background ContractorSupplier Background Internal Accidents duringthe construction work 4416Ensureall safety measures takenand regulations considered before proceeding with project work ContractorSafety guidelines of project Permitnot grantedfor project work 248Ensurethe government councilis informed aboutall detailsof Project Manager Project Charter
23INFORMATION SYSTEM PROJECT MANAGEMENT theproject as well as its expected benefits Low budget248Beforestart ofproject, ensurethe budgetis sufficient and there is some buffer budget Finance Manager Budget Review Lackof sufficiently skilled labor 3412Recruit skilled labor from reputable contractors only ContractorSkill sets of the labor
24INFORMATION SYSTEM PROJECT MANAGEMENT 7. Gantt Chart Figure 3: Gantt Chart of the Project (Source: Created by Author)
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25INFORMATION SYSTEM PROJECT MANAGEMENT 8. Critical Path Figure 4: Critical Path of the Project (Marked as Red in Gantt Chart) (Source: Created by Author)
26INFORMATION SYSTEM PROJECT MANAGEMENT 9. Cost Baseline Including Contingencies 9.1 Cost Baseline Resource NameWorkCost Project Manager117.6 hrs$17,640.00 Host Festival Committee Meeting8 hrs$1,200.00 Discuss about the Festival Event8 hrs$1,200.00 Select Rural Theme8 hrs$1,200.00 Analyze the Feasibility of the Event8 hrs$1,200.00 Finalize the Event8 hrs$1,200.00 Prepare Project Plan for the Event8 hrs$1,200.00 Develop Project Charter8 hrs$1,200.00 Finalize Scope of the Project8 hrs$1,200.00 DetermineProjectDeliverablesand Boundaries 8 hrs$1,200.00 Prepare Project Specifications8 hrs$1,200.00 Finalize Project Schedule8 hrs$1,200.00 Hire Contractor8 hrs$1,200.00
27INFORMATION SYSTEM PROJECT MANAGEMENT Discuss Project8 hrs$1,200.00 Finalize the Execution of the Project8 hrs$1,200.00 Review the Project4 hrs$600.00 Finish Sign Off1.6 hrs$240.00 Finance Manager34.4 hrs$3,784.00 Discuss about the Festival Event8 hrs$880.00 Select Rural Theme8 hrs$880.00 Analyze the Feasibility of the Event8 hrs$880.00 Finalize Project Budget8 hrs$880.00 Complete All Dues and Payments2.4 hrs$264.00 Site Work Supervisor32 hrs$2,720.00 Discuss about the Festival Event8 hrs$680.00 Select Rural Theme8 hrs$680.00 Analyze the Feasibility of the Event8 hrs$680.00 Discuss Project8 hrs$680.00
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28INFORMATION SYSTEM PROJECT MANAGEMENT Contractor20 hrs$1,600.00 Discuss Project8 hrs$640.00 Finalize the Execution of the Project8 hrs$640.00 Hand Over the Project4 hrs$320.00 Site Workers68 hrs$34,000.00 Prepare Event Ground8 hrs$4,000.00 Place Boundary Around the Ground8 hrs$4,000.00 Place Entertainment Stage8 hrs$4,000.00 Place 100 Seats for Spectators8 hrs$4,000.00 Install Safety Equipments8 hrs$4,000.00 Set Up Emergency Medical Assistance Camp8 hrs$4,000.00 Build Parking Space8 hrs$4,000.00 Decorate the Entire Venue8 hrs$4,000.00 Finishing Works4 hrs$2,000.00 For determining the cost baseline graph, the following table was used. TaskTask 1Task 2BaselineCostActual
29INFORMATION SYSTEM PROJECT MANAGEMENT CostCost Setting Up Temporary Event Stage at Sorrento Quay Project Discussion and Preliminary Planning Host Festival Committee Meeting120012000 Discuss about the Festival Event276027600 Select Rural Theme276027600 Analyze the Feasibility of the Event276027600 Finalize the Event120012000 Project Discussion and Preliminary Planning Total10680106800 Project Planning and Initiation Prepare Project Plan for the Event120012000 Develop Project Charter120012000 Finalize Scope of the Project120012000 Determine Project Deliverables and Boundaries120012000 Prepare Project Specifications120012000 Finalize Project Schedule120012000 Finalize Project Budget8808800 Hire Contractor120012000 Discuss Project252025200 Finalize the Execution of the Project184018400 Project Planning and Initiation Total13640136400 Project ExecutionPrepare Event Ground400040000 Place Boundary Around the Ground400040000 Place Entertainment Stage400040000 Place 100 Seats for Spectators400040000 Install Safety Equipments400040000 Set Up Emergency Medical Assistance Camp400040000 Build Parking Space400040000 Decorate the Entire Venue400040000 Finishing Works200020000 Hand Over the Project3203200 Project Execution Total34320343200 Project ClosingReview the Project6006000 Complete All Dues and Payments2642640
30INFORMATION SYSTEM PROJECT MANAGEMENT Finish Sign Off2402400 Project Closing Total110411040 Setting Up Temporary Event Stage at Sorrento Quay Total59744597440 Grand Total59744597440 (The actual cost part will be filled when the project is actually completed.) 9.2 Cost Baseline Graph Project Discussion and Preliminary PlanningProject Planning and InitiationProject ExecutionProject Closing Setting Up Temporary Event Stage at Sorrento Quay 0 10000 20000 30000 40000 50000 60000 70000 80000 Baseline Cost Report Baseline CostCostActual Cost Cost Figure 5: Cost Baseline Curve (Source: Created by Author)
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31INFORMATION SYSTEM PROJECT MANAGEMENT Bibliography Binder, J. (2016).Global project management: communication, collaboration and management across borders. Routledge. Eskerod, P., & Jepsen, A. L. (2016).Project stakeholder management. Routledge. Fleming, Q. W., & Koppelman, J. M. (2016, December). Earned value project management. Project Management Institute. Harrison, F., &Lock,D.(2017).Advancedprojectmanagement:astructuredapproach. Routledge. Heagney, J. (2016).Fundamentals of project management. Amacom. Heldman, K. (2018).PMP: project management professional exam study guide. John Wiley & Sons. Kerzner, H., & Kerzner, H. R. (2017).Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons. Larson, E. W., Gray, C. F., Danlin, U., Honig, B., & Bacarini, D. (2014).Project management: The managerial process(Vol. 6). Grandview Heights, OH: McGraw-Hill Education. Leach, L. P. (2014).Critical chain project management. Artech House. Lock, D. (2017).The essentials of project management. Routledge. Marchewka, J. T. (2014).Information technology project management. John Wiley & Sons.
32INFORMATION SYSTEM PROJECT MANAGEMENT Martinelli, R. J., & Milosevic, D. Z. (2016).Project management toolbox: tools and techniques for the practicing project manager. John Wiley & Sons. Mir, F. A., & Pinnington, A. H. (2014). Exploring the value of project management: linking project management performance and project success.International journal of project management,32(2), 202-217. Nicholas, J. M., & Steyn, H. (2017).Project management forengineering, business and technology. Routledge. Schwalbe, K. (2015).Information technology project management. Cengage Learning. Serra, C. E. M., & Kunc, M. (2015). Benefits realisation management and its influence on project success and on the execution of business strategies.International Journal of Project Management,33(1), 53-66. Svejvig, P., & Andersen, P. (2015). Rethinking project management: A structured literature review with a critical look at the brave new world.International Journal of Project Management,33(2), 278-290. Verzuh, E. (2015).The fast forward MBA in project management. John Wiley & Sons. Walker, A. (2015).Project management in construction. John Wiley & Sons.